Evidence of identity

The learner’s record must be signed and dated by the TEO whenever documents of identify are sighted, as required under Rule ENR031[1].  

The evidence of identity requirements vary depending on the learner’s status. Details can be found in Rule ENR032[2].

Verified copies of identity documents can be accepted if they have been duly authorised according to Rule ENR033[3]. Whakapapa statements are acceptable under the conditions of Rule ENR035[4].

• [1]

  Rule ENR031: Verifying learner identity - evidence

  Tertiary education organisations must record sightings of documents of identity, date of birth, citizenship and residency. The person who sighted the documents must sign and date the learner’s enrolment record. 

   

  Note:TEOs do not need to retain copies of documents of identity, date of birth, citizenship and residency after they have recorded their sighting on the learner’s record. Learner enrolment documents may be electronically signed and dated.

• [2]

  Rule ENR032: Verifying learner identity - identification documents

  Tertiary education organisations must use the identification documents described in the following table to verify learner identity:

   

  Learner status	Evidence of identity
  New Zealand citizens (domestic students)	New Zealand citizens must supply one of the following: Passport. If a learner is recorded as a child on their parent's passport, they may use their parent's passport as evidence of identity and citizenship   Birth certificate Certificate of citizenship for New Zealand Whakapapa (if certain conditions are met) - see Rule ENR035. [Note: New Zealand citizens may supply other evidence of their legal name, for example marriage certificate or a letter from a bank, but they must still provide evidence of their date of birth, citizenship and residency.  Cook Islands, Niue, and Tokelau citizens who are studying there or in New Zealand must supply one of the same identification documents that New Zealand citizens supply.]
  New Zealand permanent residents (domestic students)	New Zealand permanent residents must supply one of the following original documents: Passport with a current resident's permit Letter of confirmation from the New Zealand Immigration Service (NZIS) Certificate of identity from NZIS if the learner was a refugee. [Note: If a permanent resident leaves New Zealand they need a valid Returning Resident's Visa to return and study in New Zealand.]
  Australian learners (domestic students)	Australian learners who are living in New Zealand must supply one of the following documents: Birth certificate Original or verified copy of their Australian passport Current Returning Resident's Visa if they are an Australian permanent resident.
  Exchange students (domestic students)	Exchange students must be enrolled with a TEO through an exchange scheme approved by the NZ Government or the TEO.
  Dependants of diplomatic personnel (domestic students)	Dependants of foreign diplomatic personnel must provide a completed and authorised form MFA 605 from the Ministry of Foreign Affairs and Trade.
  Refugees (domestic students)	Refugees must supply a certificate of identity from NZIS.
  Foreign students studying in New Zealand	Foreign students must supply one of the following original documents if they are studying in New Zealand: Passport with a current student visa or permit to study with a specific TEO Work Visa or Permit with a variation to allow for study in the case of foreign students who have a practical component in their programme of study Visitor's Permit for foreign students enrolling in courses of fewer than 12 weeks.
  Foreign students resident overseas (studying by distance learning)	Foreign students resident overseas and studying by distance learning must supply a verified copy of one of the following: Passport Birth Certificate Certificate of Residence Residence Permit.

   

• [3]

  Rule ENR033: Verifying learner identity - persons authorised to verify documents

  A verified copy of an original document is acceptable for verifying identity. A verified copy is a photocopy that has been confirmed and signed by an authorised person who has sighted the original document.

  An authorised person is a person listed in the Oaths and Declarations Act 1957 as able to take declarations. This person could be a:

  • Barrister or Solicitor of the High Court
  • Justice of the Peace
  • Notary Public
  • Court Registrar or Deputy Registrar
  • Member of Parliament
  • Land Transport New Zealand, Public Trust, or local authority employee designated for this purpose.

  When a learner is in a remote community and unable to access a person listed in the Oaths and Declarations Act, a member of the New Zealand Police, school principal, minister of religion, or general practitioner is acceptable.

• [4]

  Rule ENR035: Verifying learner identity - whakapapa statements

  A verified copy of a whakapapa statement is acceptable only when a learner cannot obtain a birth certificate. Both the learner and a Kaumatua must sign the whakapapa as evidence of identity and citizenship.